On this page
Settings
How AZUS Field works
There are two parts. Workers use the AZUS Field app on their phones. You use the admin panel in a web browser. Everything a worker says in the app turns into a written record that you can read, check and correct in the panel.
01
Worker speaks
Taps the big button in the app: “Clocking in, billable, trailer 9057.”
02
Written down
Speech is turned into text, in the worker's language.
03
Sorted
AI picks the event type, the kind of work and the trailer or customer mentioned.
04
Delivered
Goes to the responsible manager. Urgent reports notify right away.
05
Counted
If it starts or ends work, the timesheet and live board update.
Reports are recorded even with no signal. The phone keeps them and sends them as soon as it is back online, so nothing is lost in a basement or a remote yard.
Good to know
The AI is only as good as what you teach it. Clear event type descriptions, a work class list, your trailers and customers and the company vocabulary are what make reports land in the right place. Ten minutes on setup saves hours of corrections.
Nothing is ever silently changed. What the worker said is kept exactly as it was. When you correct something — a missed clock-out, a wrong category, a different trailer — your correction is stored on top, with your name, the time and your reason. The original stays underneath, and you can always see both in the Ledger.
Who can do what
Every person has one role. The role decides which menu items they see and which buttons appear. If someone doesn't see a button described here, their role doesn't include it.
| Role | Uses | Typically |
|---|---|---|
| Owner | Admin panel | Registered the company. Pays for the subscription, can own several companies, can do everything. |
| Admin | Admin panel | Runs the company day to day: people, settings, hours, work orders. Billing and creating companies stay with the owner. |
| Manager | Admin panel | Looks after crews: reads reports, hands out tasks, checks hours, chats. Usually limited to their own site. |
| Worker | Phone app only | Records voice reports, works on tasks and order lines, chats. Cannot sign in to the admin panel. |
Besides these four you can create custom roles — for example a “Shop lead” who may hand out tasks but not edit hours. See Roles.
How far a permission reaches
Each permission reaches one of three distances: Own — only the person's own records; Site — everyone at their site; Company — the whole company. A manager with “read hours” at Site sees the hours of their site's crew only.
Signing in
Your session stays open until you sign out from the menu at the bottom of the sidebar. If your role changes or your password is reset, you are signed out everywhere and need to sign in again.
Subscription screen
If the company's subscription isn't active, the panel says so. The owner sees Go to Billing; everyone else is asked to contact the owner. While a company is unsubscribed, workers can't sign in to the app either — but reports already recorded on phones still upload.
Creating a brand-new company: on the sign-in page choose to register and fill in Create the owner account, then name your company on Set up your company, pick a plan in Company settings›Billing and complete payment. The company unlocks as soon as payment goes through.
First-day setup
Do these in order — each step builds on the one before. Plan about an hour for a typical shop.
Tip
Start small: a handful of event types with good descriptions beats thirty vague ones. You can add more any time — new types apply to new reports from that moment on.
Overview
OverviewOwner, Admin, Manager
The home page. Open it first thing in the morning and again before you leave.
The day strip
- On shift now — how many people are working, and how many of them are on a break.
- Hours today — paid time counted so far today.
- Reports today — voice reports received; urgent ones are counted separately.
- Tasks done today — tasks finished and how many wait for your check.
Click any number to jump to the matching list.
Needs you
A to-do list the system builds for you. Only items with something in them appear; when everything is handled you see All clear.
| Item | What it means | What to do |
|---|---|---|
| Urgent reports today | A worker flagged a report as urgent. | Open it, make sure someone is on it. |
| Reports that failed | The recording couldn't be written down or sorted. | Contact support if it keeps happening. |
| Tasks to verify | Workers marked tasks done. | Check the work, then Verify or send it back. |
| Reports to classify | The AI wasn't sure what a report means. It may be missing from hours. | Open it and choose the right event type. |
| Days with problems | Shifts not closed, overlapping or unmatched. | Fix in Timesheet › Exceptions before payroll. |
| Time without a class | Working time with no work class named. | Set the class in Timesheet › Unclassified. |
| Time without an asset | Working time not tied to a trailer or asset. | Attach it in Timesheet › Unattached. |
| Still working from an earlier day | Someone forgot to clock out. | Set the shift end. |
| Possible duplicates | Two reports look alike and were sent close together. | Confirm or dismiss. |
| Unread messages | Chat messages waiting for you. | Open Messages. |
The Tasks panel counts tasks to do, in progress, done and unassigned, with deadlines in the next three days. Where the crew is shows one card per site: who is there, since when, what their last report said and when their phone last checked in. People without a site are grouped under No site.
Live board
Live boardOwner, Admin, Manager
What every worker is doing right now. It refreshes by itself about every 25 seconds — leave it open on a screen in the office. Each card shows the person's state, when the shift started, how long they've been at it, what they're doing and their latest report.
| State | Means |
|---|---|
| Working | Clocked in and not on a break. |
| On break | Lunch or a technical break is running. |
| Off shift | Not clocked in. |
| No data | No shift-start event type exists yet, so the system can't tell. Set up time markers in Event types. |
A card fades when the person hasn't been heard from for a while (a warning after 15 minutes, dimmed after an hour) — handy for spotting a dead phone or someone out of signal. Sort by last report, last contact, shift start or name, and filter by state.
Work
WorkOwner, Admin, Manager with work order or task access
Tasks, work orders and who holds what — in one place. A switcher at the top changes the view:
Tasks
Order lines
All work
Work orders
New creates a task or a work order. Shared filters (person, site, search) apply to whichever view is open.
Tasks, step by step
Drag cards between columns to change their status. A task needs a person before it can start, and Cancel task always asks for a reason. Each task keeps its full history — who created, assigned, started and finished it, and whether that was done by voice.
Work orders, step by step
How a line moves
01
Open
Waiting to start.
02
In progress
The worker started it.
03
Reported done
The worker says it's finished.
04
Verified
You checked it.
Workers move their own lines from the phone or by voice (“VILK on 9057 is done”). You verify. Services can require a short checklist and a note of what was checked before a line can be verified. Use Send back if the work isn't right. Cancelling a line or an order always needs a reason; cancelling an order cancels its unfinished lines too.
Automatic close
When you verify the last line, the order moves to your closed column by itself. If that doesn't fit, a banner offers Close order so you stay in control.
Each order has a History listing every move with who made it. A move that came from a voice report has an Open report link so you can hear exactly what was said.
Messages
MessagesOwner, Admin, Manager, and workers in the app
Encrypted team chat — only the people in a conversation can read it.
- Direct chats — one to one. Start one with New chat and search by name.
- Site chats — everyone at a site, created automatically.
- Report chats — from any report, Discuss with worker opens a chat with that report attached.
Attach photos and PDFs (up to 20 MB, five per message), edit and delete your own messages (everyone sees “edited”, older versions stay viewable), and see who has read what. Workers can send voice messages; you get a player and the written text. When people speak different languages, messages are translated automatically — see Languages.
Events
EventsOwner, Admin, Manager
Every voice report as it arrives and is processed. Show them By worker (grouped per person) or as a Timeline table. Filter by day, event type, status, urgent, needs review and more. Reports in another language show a language badge and a short translated summary.
| Status | Means |
|---|---|
| Received | The recording reached the server and is being written down. |
| Transcribed | The text is ready and being sorted. |
| Processed | Sorted and stored. |
| Sent to manager | Delivered to the responsible person. If a site has no manager, it goes to the admins. |
| Handled | Someone dealt with it. |
The report card
- The event type and status, with Change if the AI picked the wrong one, plus Urgent, priority and Needs follow-up labels.
- Who recorded it, when, and where.
- What happened — a one-line summary — and What they said — the full words. A warning appears if the recording was hard to hear.
- The transcript and what the system worked out from it.
- Facts from the report: where, when, what it's about, trailers and customers mentioned, quantities, people, and jobs started or finished.
- Kind of work for clock-in and switch reports, with Set or Change.
- Discuss with worker, possible duplicates, similar earlier reports, the trailer or customer it's attached to, and the work order it moved.
- How the AI handled this report (collapsed) — the step-by-step reasoning, for when something went wrong.
“Needs a person to check it”
When the AI isn't confident, the report is flagged. Pick the right event type in the yellow box and it counts in hours as normal.
Ledger
LedgerCompany-wide history access
Everything that ever happened to one person, one asset or one work order — newest first, nothing left out, corrections included.
Entries cover reports, things the system couldn't place, corrections, order and line moves, handovers, tasks and hour corrections. Use it to answer “what exactly happened with trailer 9057 last week?” or when a customer questions an invoice.
Timesheet
TimesheetOwner, Admin, Manager with hours access
Hours per worker and per day, built from the clock-in, lunch, break and clock-out reports. Pick a week or month, a site and a worker at the top.
| Tab | Shows |
|---|---|
| Team hours | Workers down the side, days across. Click a cell to see that day's shifts, lunch and breaks on a timeline. |
| By class | Hours split by work class (Billable, Shop…). Export CSV for payroll or invoicing. |
| By asset | Hours spent on each trailer or asset. Export CSV. |
| By work order | Time that went into each work order. |
| Unclassified | Working time where nobody named the work class. Set it so billable hours add up. |
| Unattached | Working time not tied to an asset. Attach it. |
| Exceptions | Days with problems to fix before payroll. |
Problems you'll see
| Label | Means | Fix |
|---|---|---|
| Not closed | Clocked in but never out. The shift is cut at the maximum shift length and flagged. | Set shift end |
| Unmatched marker | A clock-out with no clock-in before it. | Set shift start |
| Overlapping shift | Two shifts cover the same time. | Discard shift on the wrong one |
| Break not closed | Lunch or a break started and never ended. | Set break end |
| Lunch over limit | Lunch was longer than your maximum. | Informational |
| Phone clock ahead | The worker's phone had the wrong time. | Ask them to fix the phone time |
| Synced late | The report arrived long after it was recorded (no signal). | Informational |
| Closed late | Clocked out after the limit, within your grace period. | Informational |
| Corrected by manager | Somebody already fixed this day. | Nothing |
Every fix asks for a time and a reason and is saved with your name. The worker's original reports are untouched, and you can undo a correction. Add shift manually covers a day the worker forgot entirely.
Before you run payroll
Clear Exceptions, Unclassified and Unattached for the period, then export. Hours recalculate the moment you correct something.
My hours
My hoursAnyone in the panel
Your own working time as the system counted it — for managers and admins who also clock in with the app.
Workers
WorkersOwner and Admin manage; managers see their own crew
Everyone in the company — workers, managers and admins. Search, filter by role, site and status, sort by name or date added. A badge such as ES shows who reads in another language.
Adding a person
The password is shown only once
Lost it? Use Reset password — a new temporary password is created and the old one stops working on every device.
Editing a person
Edit changes names, email, username, role, the site they're stationed at, their language and whether they're active.
- Language — the language their app shows and that reports and messages are translated into for them.
- Active — untick when someone leaves. They are signed out everywhere and can't sign in again; their reports and hours stay.
- Changing the role also signs the person out.
Click a name for the profile: contact details, site, language, date added and their hours for the chosen period, with a link to their Ledger.
Sites
SitesOwner, Admin
Field locations your workers report from: yards, shops, customer locations. A worker can be stationed at one site, managers see their site's people, and each site gets its own group chat. Each row shows the workers, reports in the last seven days and the last report time.
Switch lists with All Active Inactive. Add site asks for a short code and a name. Deactivate hides a site from new choices without deleting history; Reactivate brings it back.
Event types
Setup›Event typesOwner, Admin
The kinds of report the AI sorts recordings into: “Start working session”, “Equipment broken”, “Parts needed”, “Safety issue”…
The description is what matters
The AI reads the description, not the name. Write it the way you'd explain it to a new hire: “A broken, worn or malfunctioning piece of equipment — pumps, valves, machinery, tools.”
Time markers
| Marker | Effect | A worker might say |
|---|---|---|
| Starts a shift | Starts paid time | “Clocking in.” |
| Ends a shift | Stops paid time | “I'm done for today.” |
| Starts / Ends lunch | Lunch period, paid or unpaid per your settings | “Going to lunch.” “Back.” |
| Starts / Ends a technical break | A short break | “Quick break.” |
| Switches work class | New kind of work without clocking out | “Switching to shop.” |
| Moved to another asset | Time from now goes to the trailer named | “Moving on to 4413.” |
| Nothing | An ordinary report | “Tire on 9057 is flat.” |
You need at least shift start and shift end for hours to work. Deactivate a type you no longer use — old reports keep it.
Work classes
Setup›Work classesOwner, Admin
Kinds of working time — billable jobs, shop time, travel. Workers name them when they clock in (“clocking in, billable”) or switch mid-shift (“switching to shop”). The app reminds them which words to use.
- Code — a short machine name like
billable. It can't be changed later. - Description — how workers say it. This helps the AI recognise it.
- Does this time go on invoices? — marks billable time. Changing it also changes billable hours in past timesheets, so you're asked to confirm.
To let workers switch mid-shift, also add an event type with the Switches work class marker.
Entities
Setup›EntitiesOwner, Admin
Things reports can be about: trailers, trucks, equipment, customers, locations, projects. When a worker says “trailer forty-four thirteen”, the system finds 4413 and attaches the report — that's what powers hours by asset and the ledger. Open an entity to see its reports and hours.
Also known as
Other names an entity goes by. Reports using any of them are matched, ignoring capitals, spaces and dashes:
- Other spelling — “Big Mikes” for “Big Mike's”.
- Billing number — the number on your invoices.
- Old code — after you renumber.
- How workers say it — “the white Utility”, “Mike's reefer”.
A mention that matches nothing shows as Not matched on the report — a hint to add an entity or an alias.
Work order setup
Setup›Work order setupOwner, Admin
Board columns
Name the columns the way your shop talks. Each belongs to a category the system understands:
| Category | Means | Example columns |
|---|---|---|
| Open | Waiting to start | Intake |
| In work | Work is happening | In progress |
| Blocked | Waiting on approval or parts | Awaiting approval, Waiting parts |
| Done | Finished; may still be on site | Work complete, Ready for pickup |
| Closed | Handed back — history | Picked up |
| Cancelled | Won't be done — needs a reason | Declined |
The Repair shop template creates that set in one click. Pick a colour for each column and use the arrows to reorder. Keep at least one active Open and one active Closed column.
Services
Your standard jobs: VILK vehicle inspection, washout, brake job… For each, set the code and name, How workers say it and Also called (so “the washout on 9057 is done” finds the right line), a Default work class, and Verification needs a checklist when the line must be checked off before it can be verified.
Roles
Setup›RolesOwner, Admin
The built-in roles (marked System) cover most companies. Create your own when you need something in between.
Editing a role signs people out
Everyone holding the role is signed out when its permissions change, so the new access applies at once.
A rule of thumb: “read” permissions show pages, “manage” permissions show the buttons that change things. Opening a page without access shows a “No access” screen.
AI misses
Setup›AI missesOwner, Admin
Decisions the system got wrong or wasn't sure about. The Miss rate is the share of decisions later corrected, overridden or failed, for the stages and dates you choose. Open a miss to see the report and the AI's reasoning, and mark the decision Confirmed, Corrected, Overridden or Failed.
Many classification misses → improve event type descriptions. Entity misses → add aliases. Transcription misses → add words to the company vocabulary.
Company settings
Your name›Company settingsOwner, Admin
Profile
Name, logo (PNG, JPEG or WebP up to 2 MB), description, website, contact email and phone, address. Workers see the logo, phone and email in the app with one-tap call and email. Only the owner can change these details. Use this description when classifying reports (Beta) lets the AI read your description as background, so trade terms are understood in context.
Work
| Setting | What it does |
|---|---|
| Company timezone | One timezone for the whole company, e.g. America/Chicago. Changing it recalculates all timesheets, including past ones. |
| Report language | The language crews usually speak; improves transcription. Choose Detect automatically for mixed crews. A worker's own language takes priority. |
| Translate chat | Automatically translate messages between people who speak different languages. |
| Lunch is paid / Technical break is paid | Whether those minutes count as paid time. |
| Maximum lunch length | Longer lunches are flagged Lunch over limit. |
| Maximum shift length | A shift with no clock-out is cut here and flagged Not closed. |
| Late clock-out grace | How long after the limit “I'm done” still counts. 0 turns it off. |
| Round paid time to | Rounds paid minutes, e.g. to the nearest 15. |
| Day starts at (advanced) | For night shifts — when a new workday begins. |
| Ignore repeated markers within (advanced) | A second “clocking in” right after the first is ignored. |
| Warn when an event syncs later than (advanced) | Flags reports that arrived long after they were recorded. |
Company vocabulary — words speech recognition gets wrong: abbreviations, customer names, part names. Up to 100 terms; the first have priority, so put the most important on top.
Billing
For the owner: current plan, status and renewal date, and Manage billing to change card or plan or cancel through Stripe. If a payment fails, the company keeps working for 7 days while you update the card.
Profile settings
Your name›Profile settingsEveryone
Your own account: role, company and site; your language (reports and messages in other languages are translated into it); and your password. Changing the password signs you out everywhere. You'll find this under Your name›Profile settings.
Step-by-step recipes
The everyday jobs, start to finish.
Morning check (5 minutes)
Someone forgot to clock out
A report landed in the wrong category
Run a job from drop-off to pickup
Close the pay period
A new hire starts Monday
Someone leaves the company
The system keeps mishearing a word
What workers see on the phone
The AZUS Field app runs on iPhone and Android. Workers sign in with their email; if it belongs to more than one company they choose which, and can switch later from Settings.
Record
Jobs
Activity
Chat
Settings
Quick questions
Coach your crew
One report, one thing. “Clocking in, billable, on 9057” works better than a two-minute story. Saying the trailer number and the job name lets the system update the right line by itself.
Languages and translation
- Each person has a language — set by an admin in Workers, by themselves in Profile settings or the app, or picked up from their phone the first time they sign in.
- The app is available in English and Spanish. Other languages see the app in English, but their reports and messages are still translated.
- Reports are transcribed in the language spoken and summarised in the reader's language, with a badge like
ES. - Chat messages are translated for each reader: “Translated from Spanish · Show original” under theirs, “Seen in Spanish as…” under yours.
- The original is always one click away.
- Chat translation can be turned off for the whole company in Company settings›Work.
Questions and fixes
A worker can't sign in to the app
Check they're Active in Workers and that the subscription is active. Wrong password? Reset password and give them the new temporary one. Workers can't sign in to the admin panel — that's by design.
Live board says “No data” for everyone
No event type is marked as a shift marker yet. Add Starts a shift and Ends a shift markers in Event types.
Hours look too high for one day
Usually a forgotten clock-out: the shift ran to the maximum shift length. Look for Not closed in Timesheet › Exceptions and set the real end.
A report is missing from the timesheet
Open it in Events. If it says it needs a person to check it, pick the right event type. If its type has no time marker, it's an ordinary report and doesn't affect hours.
A report was recorded but hasn't appeared
The phone may be offline — it sends when signal returns. The worker can see it waiting under Activity › Reports and tap Sync now.
I don't see a button or page from this guide
Your role doesn't include it. Ask the owner or an admin to adjust your role in Roles.
Can I delete a report?
No — reports are a record of what was said. Correct the category or hours instead; corrections show on top and the original stays for audit.
Still stuck? Email support@azus.ai with your company name and, for a specific report, the page address.
Glossary
- Report / Event
- One voice recording, with its text and everything the system worked out from it.
- Event type
- The category a report is sorted into.
- Time marker
- What an event type means for hours: shift start, lunch, shift end…
- Work class
- A kind of working time — Billable, Shop, Travel.
- Entity
- A trailer, truck, customer, location or project a report can be about.
- Alias
- Another name for an entity (Also known as).
- Site
- A place crews work from; also defines who a manager looks after.
- Work order
- A job on an asset or for a customer, made of lines.
- Line
- One piece of work inside a work order, held by one worker.
- Service
- A standard job from your list, used for lines.
- Task
- A one-off request to a person. Doesn't affect hours.
- Verify
- The office confirming finished work is really done.
- Exception
- A day with a timesheet problem to fix.
- Correction
- A fix stored on top of the original, with who, when and why.
- Ledger
- The complete history of a person, asset or work order.
- Own / Site / Company
- How far a permission reaches.
- Workspace
- A company account. One email can belong to several.